Role purpose:
To lead and oversee administrative support to the Partner Practice to ensure that the relationships between the Practice and clients can be optimised. Maintain existing business with current clients, grow business relationships with current clients and assist in bringing new clients on board.To support the Practice when informing and advising clients on the financial strategies, plans and products, and organise the technical task, illustrations, and reports.
Key duties and responsibilities:
- Oversee the administration team and provide regular updates to key stakeholders within the business
- Manage any complex queries that arise within the team
- Managing case tracking to ensure timely and accurate updates can be provided on all work that the Practice is undertaking
- Provide high level technical and administrative support to the Practice if required
- Ensure that the team are completing files with all required client identification documentation and necessary application forms, conducting quality checks when necessary
- Overseeing the pre-meeting preparation and post meeting follow up, and ensuring Salesforce is kept up to date
- Coordinate training for less experienced members of the team
- Manage advisor expectations and act as a communication channel for the administration team
- Answering incoming telephone calls, dealing confidently and effectively with clients, product providers and third parties with professional and effective communication skills
- Meeting and greeting clients and visitors to the Practice if required
- Running reports and illustrations and collating key data
- Liaison with Admin Centres regarding complex queries, providing information required to complete transactions within specific timescales
- Overseeing the processing of applications and the letter of authority process
- Help clients better understand the full potential of our products
- Support clients/advisers by researching and analysing clients' requirements.
- Prepare new business files, with the use of an external Paraplanner, taking full responsibility for the client files and back-office IT records throughout the advice process
- Deal effectively with queries from clients and other parties through effective communication
- Prepare client meeting files including any compliance required documentation
- Provide client/adviser support in relation to existing client needs
- Support the Practice to ensure the end-to-end business process is adhered to
- Fully analyse clients' requirements, develop, where appropriate, cash flow models and accurately record client data
- Research and analyse financial products to meet client requirements and objectives
- Construct financial planning solutions investment, retirement, tax and estate planning supported by the production of computer models and reports
- Prepare client reviews, updating cash flow models, investment performance reviews and production of supporting reports, discussion documents and computer models
Knowledge and experience:
- Previous management experience and/or Strong operations background at supervisory level
- Experience in an office support role in financial services or related sector;
- Knowledge of relevant regulation and legislation;
- Is proficient in Microsoft office, Outlook and CRM systems
Skills and behaviours:
- Able to transpose information accurately.
- Strong numeracy skills.
- Comfortable using templated Suitability Letters.
- Confident in dealing with third parties and can work with total discretion.
- Highly organised with excellent communication skills.
- Broad experience of Microsoft Office (Outlook, Word, PowerPoint, Excel).
- Exceptional attention to detail.
- Manages time effectively with the ability to multi-task.
- Keeps calm when faced with conflicting demands and handles these effectively.
- Demonstrates a positive attitude at all times.
- Works well on own tasks as well as on shared goals as part of a team
- Enthusiasm to help clients